Quoting guide
What to include in a builder's quote
A useful quote tells the client what the price covers and gives the builder a clear record of the agreed basis. The detail should match the size and risk of the job.
Short answer
A builder’s quote should clearly name the job, describe what is included and show the full price, including VAT. It should also cover payment, timing, assumptions, exclusions and how changes will be agreed. Use suitable contract terms and provide any cancellation information required.
Quick check
- Business, client and site details
- Quote reference, date and valid-until date
- Scope split into clear work sections
- Assumptions, exclusions and client-supplied items
- Net price, VAT position and total payable
- Deposit and stage-payment triggers
- Start window, programme and dependencies
- Written variation and acceptance process
1. Identify the business, client and job
A quote needs enough identity that nobody has to guess which conversation, drawing revision or property it covers.
- Your legal or trading name and contact details
- The client name and site address
- Quote reference, issue date and valid-until date
- A short job title
- The drawings, specifications and revisions used to price the work
Do not price the wrong revision
Record the drawing number and revision beside the scope. If revised information arrives, issue a revised quote or written variation. Do not silently change the information and assumptions used for the price.
2. Write the scope in work sections
Break the job into sections a client and trade can both follow, such as preliminaries, strip-out, groundworks, structure, roof, first fix, finishes and handover. State the outcome as well as the activity.
Match the scope to the price breakdown. If scaffolding, waste or making good is in the price, it should be visible somewhere in the quote.
Worked example
Stronger scope wording
Instead of “form opening”, state the location, approximate size, lintel or steel basis, temporary support, making good and any design or approval still required.
3. Separate inclusions, exclusions and unknowns
| Use | What to record |
|---|---|
| Included | Labour, materials, access, protection, disposal, testing and making good covered by the price. |
| Excluded | Work the client might reasonably expect but that is outside the price. |
| Assumption | The condition or information relied on when fixing the price. |
| Provisional sum | An identified part of the work that cannot yet be fully described or measured, with a stated adjustment basis. |
| Client supply | Exactly what the client buys, delivers or arranges, and by when. |
Unknown does not mean included
Do not bury opening-up risk inside a fixed line. Name the uncertainty and explain whether it is excluded, provisional or subject to a variation.
4. Show the price the client will actually pay
For consumer work, make the total price prominent and explain whether VAT applies. Where VAT is chargeable and calculable, show the net amount, VAT amount and gross total clearly.
Do not use “plus VAT” as small-print shorthand when you can calculate the consumer total. A quote is not a VAT invoice, but unclear price presentation still creates avoidable disputes.
- Section totals or a clear price breakdown
- Net total
- VAT rate and amount where applicable
- Gross total payable
- Clearly labelled options and provisional sums
5. Tie payment to clear progress
A stage payment should point to something both sides can recognise, not just a date on the calendar.
- Deposit amount and purpose
- Stage description and amount or percentage
- When each stage becomes due
- Final payment and snagging position
- Start window and estimated programme
- Dependencies such as approvals, selections and access
Worked example
Clearer than “weekly payments”
State the event: “On completion of foundations to oversite level” or “When first-fix plumbing and electrics are complete”, then show the amount due.
6. Define how changes will be agreed
Record a change before carrying it out wherever practical. The variation should identify the added or removed work, price and VAT effect, programme effect, who approved it and when.
A site conversation can form part of an agreement, but it is a poor record. Written approval protects both sides and keeps the running contract sum visible.
A quote is not the whole contract pack
Suitable terms, cancellation information, specifications and drawings may also form part of the agreement. Off-premises and distance contracts can carry specific pre-contract and cancellation duties.
7. Run a five-minute check before sending
- Client and site names are correct
- Latest drawing revisions are listed
- Every priced section has matching scope
- Totals and VAT arithmetic agree
- Work between different trades is assigned
- Provisional sums and exclusions are easy to find
- Payment stages add to the total
- Acceptance and variation steps are clear
Sources and further reading
Primary and authoritative sources used to check this guide.
- Before you get building work doneCitizens Advice
- Consumer Rights Act 2015legislation.gov.uk
- Providing clear and accurate information about pricesCompetition and Markets Authority
- Consumer Contracts Regulations 2013legislation.gov.uk
General information for UK residential building work, not legal, tax or accounting advice. Consumer-contract and cancellation rules depend on how and where the agreement is made and on the work involved. Requirements can differ across the UK. Use terms suited to your business and take professional advice where needed.